How do I create a safe online work environment?

Online data storage can make or break your secure work environment. For starters, you never want sensitive information to fall into the hands of hackers. Small and medium-sized businesses are the ultimate target because hackers know that security measures there are less robust than at multinational corporations. While cybercriminals may stand to gain less from your documents than from sensitive corporate information belonging to Shell or ING, they’re more likely to make a quick profit from your organization. That’s why it’s especially important to raise security awareness among your employees. Phishing is by far the biggest culprit in the world of cybercrime, accounting for 91% of data breaches. Prevent cybercrime in your organization with Holmes: The cybercrime platform.

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Your company data is valuable for several reasons. As a healthcare professional, for example, you have a comprehensive data system full of patient information. This system often contains social security numbers, as well as copies of identification documents. That information alone is enough to commit identity fraud. Once stolen, this data is offered for sale on the deep web, where any willing buyer can gain access to it.

Even if you don’t keep patient records, your business is at risk. Every employee submits a copy of their ID when they start working. That copy is then stored for years in a folder that no one pays any attention to anymore—except a hacker. Insecure data storage is an open invitation to steal these sensitive documents.Did you know that unsecured printers are the number one cause of data breaches? That’s because they’re often not updated and don’t have passwords set up. So protect your business with secure, up-to-date printers and safeguard yourself against hackers.

Sensitive information goes far beyond social security numbers. For example, patient or customer records must never fall into the wrong hands. If that happens, it’s not just inconvenient for your clients—you’ll also be in violation of the GDPR. The government will take action against you, resulting in hefty fines. Furthermore, you’ll damage the trust of patients, partners, or customers. With secure data storage, you can prevent these unpleasant situations.

There are two ways to create a secure online work environment: on a server or in the cloud. It’s often thought that the former is the most secure. After all, a server is safely located in your office building, and no one can access it without a key.

The problem with having your own server is that you’re responsible for its security. Of course, that involves more than just keeping the key to the server room safe. You’ll need an IT specialist who’s on call when problems arise, performs checks, and installs updates. And even if you have an IT specialist on staff, you need to be able to trust that employees won’t leave their passwords lying around and will adhere to the security measures you’ve established—not to mention the increased risk of fire, intruders, or electrical short circuits.

A cloud is therefore more secure than your own server. With Xtendis One, for example, your information is stored in a Dutch data center. This facility is better protected against physical and online threats than your own server. After all, security is the company’s core business. For example, it is exceptionally well-protected against viruses and fire, and additional backup systems ensure that your data remains accessible even after a fire. Furthermore, updates are applied automatically.

Security at a data center is on a completely different level than, say, a supermarket. Visitors are only allowed inside when accompanied by a staff member, the building is equipped with smart intrusion detection systems, and there is always a backup power supply in case of a short circuit.

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Cloud storage solves the problems surrounding online and offline data storage security all at once. But what about passwords or documents lying around? While one colleague is downright perfectionistic, another works in a chaotic and less meticulous manner. The solution lies in a document management system (DMS). This is a software system—often in the cloud—where everyone in the company can store, access, and use information.

Suppose you receive a client contract via email. You save the document so you can sign it. But your colleague still needs to approve it. The whole process repeats itself when you forward the email. The document is then stored in three different places: on your computer, your colleague’s computer, and the client’s computer. This triples the risk of data breaches. With a DMS, you eliminate that risk immediately. With a smart DMS in the cloud:

• Do you always work in a secure online environment?
• Hackers have virtually no chance
• Are you more resistant to short circuits or fires?
• Does everyone process data in one location?
• Are there never multiple versions of a single document?
• Work Safely from Home
• Are you GDPR-compliant?

With a smart document management system (DMS), everyone works in a single environment. Another advantage is that you can also enjoy a secure work environment at home. Take your time going through some files while the kids are napping, or process patient data in the evening while sitting on the couch. You have access to your documents anytime, anywhere.

With a document management system, you can always process data securely, provided the system has the proper certification. For example, a DMS with an ISO 27001 certification does not meet the strict security requirements of the healthcare sector. Therefore, choose wisely from the wide range of data centers available.

The right certification demonstrates that you, too, meet the strict requirements. This ensures that you fully comply with the GDPR and that information is properly protected against online and offline threats. We’ll go over the certificates with you.

An ISO 27001 certificate proves that the data center meets the general requirements for information security. This means that the company handles information with integrity and confidentiality and is well-protected against external threats. Examples include a reduced risk of fire or DDoS attacks.

Information in the healthcare sector requires more attention than in other sectors and therefore has its own certification: NEN 7510. This certification demonstrates that a data center handles data such as patient records securely and carefully and has a state-of-the-art security system in place. Xtendis One holds this certification.

ISO 9001 certification speaks volumes about a company’s quality management. It means that the data center continuously improves its products and services based on customer needs. This way, you can be sure that your needs are being heard.

Organizations are increasingly outsourcing activities such as data storage. But outsourcing means that business processes become dependent on other organizations. For example, when a staffing agency has an administrative services firm handle and process payroll. With ISAE 3402 certification, you can be sure that this will go smoothly. You also gain insight into the administrative services firm’s procedures and know exactly what they do with your company’s data.

Your office is only secure when your data is protected against hackers, thieves, fire, short circuits, and countless other threats. If you want to start working in a more secure online environment as early as next week, invest in a smart DMS. That way, you’ll know your business information is—and will remain—in good hands. Outsource secure data storage and experience the convenience.